Roll Your Own Panel Discussion

CUMREC 2000

Arlington, Virginia

May 2000

Panelists Bill Shirey

• Manager of Student Systems• University of Washington (UW)

Ken Servis • Dean of Academic Records & Registrar• University of Southern California (USC)

Audrey Lindsay• Associate Registrar, Director Student Systems• University of British Columbia (UBC)

Purpose of Presentation

Discuss key benefits and issues associated with custom systems

Opportunity for sharing among panel and audience

Project Status - UW Public; full research; 3 campuses; enrollment 40,000 Platform: Unisys mainframe; NT/IIS; Unix Vendors: Intervoice Brite; DARS; CSS System / Project Overview:

• Mature integrated mainframe/COBOL core• NT/IIS front-end for web

What’s Next: • Web registration; webify everything• Transfer articulation; CAS

Project Status - USC Public; full research; enrollment 28,000 Platform: IBM AIX, Sun Solaris, PI/Open, Universe

DBMS Vendors: DARS-TCA, Spectria, DAG, Ad Astra System / Project Overview:

• SIS in PI/Open converted to IBM AIX in 1996• Download data to server for WWW• Vendor packages integrated(DARS) and

peripheral(DAG) What’s Next: Web registration and schedule builder,

Web grade book

Project Status - UBC Public, full research, 35,500 Platform: Sun Solaris, Oracle, BEA Vendors: DAG, Ad Astra System /Project Overview:

• conversion 6/98, custom 6/98 & ongoing• Java, delivered over the Internet• packages totally integrated into the system

Next: publications, scheduling, awards

Key topics Why Custom?

• When does it make sense to go custom? • What do you need?

Costs • Higher, lower or configured differently?

Staffing • Anything special, keeping up-to-date

Vendor Relationships • All of us have some vendor components

1. Why Custom -UW

The integrated legacy system is working Client/Server wasn’t viable at UW No time or money for acquisition

Why Custom -USC

To satisfy special needs. To better tie into existing legacy system. Off-the-shelf package does not meet design

requirements. Faster customization and better integration. Limited time and resources to go through

the whole software procurement process.

Why Custom -UBC

Tight timelines Packages didn’t meet vision 30 years of successful custom SIS projects Cost effective to re-use components

2. Project Costs

Do packages provide more for the money? Are packages cheaper and easier to install? Training and roll-out costs Maintenance costs

Project Costs - USC Package may not provide more for money. Vendor package developed on the same

platform often cheaper & easily integrated. Staff buy in not a problem with custom

software. Maintenance cost of vendor packages high.

Project Costs - UBC $5M budget over 3.5 years Funded project by borrowing against future

operating savings Combination of consultants & internal

technical staff Decline in the Canadian Dollar Annual development, support and

equipment budget of 1.8M

3. Staffing

Staffing levels Staffing skill set Motivation & retention of current staff

• Monetary and non-monetary

Vacancies and hiring new staff• Impact on project timelines, coping

Training

Staffing - UW 10 programmer/analysts for SIS Very experienced team core Retention challenge

• Salaries in the shadow of Microsoft, etc.• IS staff not part of user organization • Recognition, personal growth

Hiring challenge• COBOL, Unisys

Staffing - USC 15 Staff for maintenance and development Varied programming environment Motivation

• Integration of new technologies• Mentors and challenging projects• Telecommuting and Flexible hours

Very difficult to find experienced programmers in PI/Open platform• Limited time and budget for training

Staffing -UBC 14 staff for development & maintenance Research-type IT staff Small team synergy and communication Motivation

• Salaries well below market• One-time honorarium, Salary increases• Challenge, responsibility, pride, praise• Flex time, tele-commuting

4. Vendor Relationships

All have some vendor components Special relationships Tools versus deliverables

Vendor Relationships - UW

Components• DARS• CSS - INAS, PARS• CollegeNet - Schedule25/Resource25

Tools• InterVoice Brite: Write-1 IVR

Vendor Relationships - USC

Components• Ad Astra, DARS-TCA, DAG

Project Consulting• Spectria

Development Partners• TouchNet

Vendor Relationships - UBC

Components• DAG, Ad Astra

Tools • SUN, BEA

Development Partners• Sierra Systems Inc.• Ad Astra

Questions?

Key areas Custom decision Costs Staffing Vendor relationships

Or other areas Project scope Integration Risk management Timelines Communication BPR